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Industry use cases · 11 / 20

Legal & Professional Services

Give professionals more time for client work.

Coordinate intake, document preparation, matter updates and billing administration while preserving confidentiality and professional judgement.

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Solicitor reviewing documents beside legal books and balance scales.
Legal & Professional Services · Industry overview
Legal receptionist reviewing an intake form with a solicitor in a private meeting room.
Client Intake & Conflict-Check Coordination
Use case 01 · UC-051

Client Intake & Conflict-Check Coordination

The challenge

Client details and conflict-check requests move between forms and emails, creating duplicate work and incomplete intake records.

How SBS Ltd can help

Collect required information, coordinate conflict checks and route exceptions to the responsible professional before matter opening.

The intake record would retain information needed for the agreed review and identify any incomplete checks. An unresolved conflict or acceptance question would prevent administrative progression until the responsible professional has made and recorded the required decision. A named process owner would maintain the agreed rules, check exceptions and ensure staff understand how to handle failed or incomplete records.

Illustrative UK business scenario

A legal practice gathers prospective client information and records the review needed before accepting instructions.

Potential benefits

More consistent intake and clearer review ownership.

We would agree a baseline and success measures before implementation, then compare handling time, record quality and unresolved exceptions during a controlled pilot.

Appropriate controls

A qualified professional decides conflicts and acceptance; protect confidential information.

Implementation would be quoted to scope after assessing your systems, available integrations and required controls.

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Solicitor reviewing a document draft beside an approved template and reference book.
Document Assembly & Version Control
Use case 02 · UC-052

Document Assembly & Version Control

The challenge

Professional teams repeatedly assemble similar documents and can lose track of approved clauses or the latest version.

How SBS Ltd can help

Use approved templates and structured matter details to prepare drafts with controlled review and version history.

Templates would separate approved standard content from fields requiring professional input. Reviewers could compare versions and locate changed clauses, while draft labels and access permissions help prevent an unapproved document from being mistaken for final advice. A named process owner would maintain the agreed rules, check exceptions and ensure staff understand how to handle failed or incomplete records.

Illustrative UK business scenario

An advisory firm prepares a draft engagement document from verified client information.

Potential benefits

Less repetitive drafting and clearer document control.

We would agree a baseline and success measures before implementation, then compare handling time, record quality and unresolved exceptions during a controlled pilot.

Appropriate controls

Professionals verify clauses, advice and obligations before issue.

Implementation would be quoted to scope after assessing your systems, available integrations and required controls.

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Legal case manager comparing a matter timeline with a diary and document folder.
Matter Status & Deadline Reminders
Use case 03 · UC-053

Matter Status & Deadline Reminders

The challenge

Important dates and outstanding actions are split between individual calendars and matter records.

How SBS Ltd can help

Record verified deadlines, allocate action owners and issue staged reminders and escalation tasks.

The record would distinguish a verified external deadline from an internal target or reminder. Responsibility and escalation would be explicit, with changes recorded and checked by the professional responsible rather than inferred from an email summary. A named process owner would maintain the agreed rules, check exceptions and ensure staff understand how to handle failed or incomplete records.

Illustrative UK business scenario

A professional practice monitors internal review dates and client information still required for a matter.

Potential benefits

Earlier visibility of overdue actions and clearer accountability.

We would agree a baseline and success measures before implementation, then compare handling time, record quality and unresolved exceptions during a controlled pilot.

Appropriate controls

Professionals verify deadlines and retain responsibility for meeting them.

Implementation would be quoted to scope after assessing your systems, available integrations and required controls.

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Professional adviser reviewing a timesheet and draft invoice at a laptop.
Time-Entry & Billing Administration
Use case 04 · UC-054

Time-Entry & Billing Administration

The challenge

Late time recording and disconnected matter data slow invoice preparation and increase checking.

How SBS Ltd can help

Prompt timely entries, consolidate approved records and prepare draft billing schedules for review.

Draft billing schedules would keep the original time entries, descriptions and agreed rates traceable. Missing or unusual items would be flagged for the relevant fee earner, allowing finance to prepare a checked invoice without inventing billable activity. A named process owner would maintain the agreed rules, check exceptions and ensure staff understand how to handle failed or incomplete records.

Illustrative UK business scenario

A consultancy gathers project time records and highlights missing descriptions before invoice preparation.

Potential benefits

Less month-end administration and more complete billing records.

We would agree a baseline and success measures before implementation, then compare handling time, record quality and unresolved exceptions during a controlled pilot.

Appropriate controls

Fee earners verify time and authorised staff approve rates and invoices.

Implementation would be quoted to scope after assessing your systems, available integrations and required controls.

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Adviser explaining a secure document checklist to a client across a desk.
Client Reporting & Secure Document Requests
Use case 05 · UC-055

Client Reporting & Secure Document Requests

The challenge

Clients receive repeated requests from different staff, while updates require manual document gathering.

How SBS Ltd can help

Coordinate approved requests, track secure document receipt and prepare factual matter-status updates for professional review.

Requests would identify the matter, specific documents needed and the authorised recipient. Staff could see which documents have arrived and which remain outstanding, while a reviewed status summary gives clients useful information without exposing another matter's records. A named process owner would maintain the agreed rules, check exceptions and ensure staff understand how to handle failed or incomplete records.

Illustrative UK business scenario

A practice maintains one view of documents requested and information still outstanding from a client.

Potential benefits

Clearer communications and less repeated chasing.

We would agree a baseline and success measures before implementation, then compare handling time, record quality and unresolved exceptions during a controlled pilot.

Appropriate controls

Use approved secure channels and verify content, recipients and confidentiality.

Implementation would be quoted to scope after assessing your systems, available integrations and required controls.

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From idea to practical improvement

Understand. Simplify. Automate where justified.

Understand the work

Review the business problem, existing systems, information and decision owners within an agreed scope.

Choose a useful starting point

Assess value, feasibility and controls before agreeing a focused pilot and implementation scope.

Check the result

Test with realistic examples, confirm ownership and monitor agreed measures before wider use.

Common questions

Before you start

Are these completed SBS client projects?

No. These are illustrative scenarios showing how a workflow could be improved. They do not claim measured customer results or guaranteed outcomes.

Will we need to replace our existing systems?

Not necessarily. We first consider existing processes and tools. Feasibility depends on supported integrations, licences, permissions and data quality.

Can we start with one use case?

Yes. A focused assessment can identify a useful starting point, define success measures and establish an appropriate implementation scope.

How much will implementation cost?

Implementation is quoted to scope. The initial review helps establish the requirements, system dependencies, delivery responsibilities and controls before a solution is commissioned.

A practical next step

Where could a better workflow make a difference?

Start with the business problem. We assess the process, the available information and where automation could add measurable value.

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Consultancy led by SBS. Implementation matched to your needs.

SBS leads the business assessment, workflow design and business case. We select suitable technical delivery expertise alongside discovery, based on the systems, skills and capacity your project requires. Implementation scope, costs, responsibilities and support are agreed after technical validation.